Regional Administration Officer Te Toka Centre JOB DESCRIPTION
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1 Regional Administration Officer Te Toka Centre JOB DESCRIPTION March 2018 Location: Hours of Work: Responsible to: Direct Reports: Christchurch 30 Hours Te Toka Centre Manager None The New Zealand AIDS Foundation (NZAF) has an expectation that all staff will: Demonstrate an understanding of, and commitment to, the principles of the NZAF, including a commitment to: meaningful relationships with tangata whenua; diversity of sexual and gender identity; diversity of cultures; the communities most at risk of HIV; the health and wellbeing of people living with HIV; and the application of evidence-based knowledge Agree and work with the NZAF's stated vision, mission and goals (as stated in the NZAF Strategic Plan), and to abide by the NZAF operational policies and procedures. Incorporate the principles of continuous quality improvement into all activities. Comply with all health and safety procedures to ensure their own safety and the safety of others in the workplace and actively participate in maintaining a safe working environment at the NZAF. ORGANISATION PROFILE Our story began in We are a not-for-profit organisation that grew from concerns about the rapidly unfolding HIV/AIDS epidemic in New Zealand during the early 1980s. Today, we connect with thousands of Kiwis every day through our HIV prevention programs and our HIV testing, counselling and support services around New Zealand. HIV Prevention Our HIV prevention programs are entrenched in community. Our passionate team works with the people most affected by HIV in New Zealand, encouraging protective behaviour through condoms or pre-exposure prophylaxis (PrEP), as well as frequent testing and early treatment. Ending HIV is NZAF s primary social marketing programme for HIV prevention among gay and bisexual men. It is a community-focused programme that aims to mobilise gay and bisexual men around the goal of ending new HIV transmission in New Zealand by Pamoja is a programme for Africans by Africans living in New Zealand. It s about empowering all of us to be responsible for our health because, the reality is that Africans aren t immune to HIV in New Zealand. Our counselling and testing staff work with clients, empowering them with knowledge that supports them to make choices that will maintain their health and wellbeing.
2 HIV & STI Testing We offer free rapid testing services at our regional centres in Auckland, Wellington, and Christchurch, and through contracted providers in most regions around the country. The free rapid tests are for HIV, and syphilis. These tests require just one quick, painless finger prick to produce a single drop of blood which is placed in a sterile testing device. An accurate result is confirmed in 10 minutes, instead of the five to seven days in might take for a result from a standard blood test through a GP or Sexual Health Service. We also offer standard testing for gonorrhea and chlamydia at our regional centres. Counselling Our qualified team of counsellors provide free and confidential counselling in a safe space. Our services are available for people living with HIV, their friends and whanau, and anyone who is affected by or at risk of contracting HIV. Counselling services are available at our centres in Auckland, Wellington or Christchurch and also through a network of contracted staff in most regions throughout New Zealand. Support for People Living with HIV We have a long history of supporting people in their experience of living with HIV and advocating for their rights. Every year we work with approximately 400 people living with HIV through the provision of free counselling and peer support groups. We were part of the advocacy efforts which have extended HIV treatment options and led to a widening of access to HIV medication to those with a CD4 count of 500 or below. We have helped form a working group that aims to tackle the issues of HIV stigma and discrimination in New Zealand. Locations Our national office is located in Auckland and our three centres are located in Auckland, Wellington and Christchurch: NZAF National Office: 31 Hargreaves Street, College Hill, Auckland 1011 NZAF Burnett Centre: 35 Hargreaves Street, College Hill, Auckland 1011 NZAF Ᾱwhina Centre: Level 1, 187 Willis Street, Wellington 6011 NZAF Te Toḵa: 185 Peterborough Street, Christchurch 8013 PRIMARY OBJECTIVE The primary objective of this position is to contribute to the independence and health and wellbeing of NZAF Health Services clients by providing the highest standards of services to support office operations, as well as providing coverage to other centres as needed, and improving our health services database.
3 FUNCTIONAL RELATIONSHIPS Overall responsibility for NZAF Health Services lies with the Operations Director INTERNAL Responsible to Manager, Health Services Te Toka Centre Staff reports to the Manager, Health Services Te Toka Centre who will provide operational guidance, administrative supervision, and support; guidance is also provided by the Te Toka Team Leader who is based in Christchurch Member of Health Services Team Staff is a member of the NZAF Health Services Team and will work closely with others on the team. Relationships with Staff have a working relationship with: Operations Director Manager, Health Services Burnett Centre, and Manager Health Services - Awhina and Te Toka Te Toka Centre Team Leader All Other NZAF Staff Members EXTERNAL Relationships with General The staff member is responsible for contributing to the confidence and goodwill of people living with HIV and/or AIDS, and the wider community, actively promoting all services provided by the NZAF. This includes promoting services and achievements, and consultation regarding the development or implementation of specific projects, in any of the programmes, including fundraising and related events. Health Providers The staff member is responsible for maintaining good working relationships with other HIV and/or AIDS health service providers and agencies, which will include (but not limited to) hospital medical and nursing staff. Ensuring that the objectives, methods and protocols of the NZAF services are known, understood, and related to external groups, so that clients receive an effective continuum of care and support, based on accurate information. Other Organisations The NZAF works with other organisations and individuals involved with issues related to sexual health and HIV. NZAF staff are expected to contribute positively to the maintenance of effective working relationships with these groups.
4 PERFORMANCE INDICATORS KEY RESPONSIBILITES EXPECTED RESULTS Operate with high emotional intelligence Personally uphold, model, and contribute to the vision and values of NZAF Maintains positive and effective communication and working relationships Customer service delivery Respond appropriately to all users of the centre, the general public and stakeholder groups, both on the telephone (0800 enquiries), s, HIV 101 enquiries, and in person; Answer queries and providing information on NZAF services, including those provided by contractors Refer clients to an appropriate staff member should the client indicate the need for other stakeholder services or to another health service or agency. Make appointments for clients, HIV, STI screening and counselling following the appropriate triage process. Models the values and vision of NZAF Is receptive and respondsive to giving and receiving feedback in a constructive manner Participates and contributes in a collaborate style as part of the team All enquires are met with a friendly and professional response. Clients are treated with dignity and respect. NZAF services are promoted and clients transferred to the appropriate staff member in a timely manner Conduct themselves according to the NZAF code of ethical conduct. Free rapid testing service delivery Maintain excellent documentation and client data recording. Process gonorrhea and chlamydia samples Client data is recorded in a consistent manner in line with New Zealand legislation and demonstrates sound knowledge of Health Services database systems. Client data can be extracted for statistical analysis and reporting requirements Deliver patient samples for STI checks to the lab in a timely manner Administration and IT support Provision of general office administrative duties, including but not limited to photocopying, preparation and collation of files, mail, ordering supplies; and support other administrative assistants throughout the country as needed. Process invoices and donations in line with NZAF policies The efficient daily administration duties of the centre are carried out effectively, timely, and competently Provide support in phone coverage and appointment booking for other centres to cover breaks and/or leaves of absences All accounts and invoices are managed ensuring prompt delivery to National office; and donations are lodged and (if appropriate) acknowledged or transferred to National Office
5 Provide support to all users for Salesforce Database used by Health Services Troubleshoot and resolve issues with the database Write new processes and clean-up old ones in order to improve the client experience Knowledge Maintain familiarity with relevant and up to date HIV and AIDS science and health practice. Hold enough current knowledge to triage and refer clients for services Special events and projects Provide coordination and assistance for special events association with the Pride Festivals throughout New Zealand each summer, World AIDS Day fundraising and activities Willingness to work outside of normal hours for special events Provide information to raise the profile of the organisation or in the accrual of funds for use with HIV positive people. Assist Community Engagement team in event coordination as assigned by manager or team leader Biculturalism Contribute to the NZAF s progress towards cultural competency and commitment to biculturalism by ensuring key events and relationship management approaches reflect full and active participation and effective relationships with Māori. NZAF Health Services staff are provided with opportunities to develop improved cultural competency in their operational service delivery, with consultation and consideration of the needs and expectations of the target communities. Demonstrate an understanding of tikanga Māori. Fundraising Engage in activities that assist the NZAF in its endeavors to raise funds or awareness of HIV including World AIDS Day and other activities related to fundraising. Sufficient funds are raised Awareness of HIV and AIDS is raised. Other Any other reasonable task consistent with the grade and overall purpose of the position. To be determined in consultation with the Manager, Health Services.
6 Administration Assistant PERSON SPECIFICATION These specifications strongly guide the short listing process for appointment to this position. QUALIFICATIONS The successful applicant must: Good knowledge and experience in an office environment Excellent interpersonal and customer service skills Intermediate to advanced knowledge of Microsoft Office Suite Current NZ Driver s License ESSENTIAL KNOWLEDGE, EXPERIENCE AND ABILITIES a) At least two years previous work experience in a customer/client oriented environment b) Ability to relate to, work and communicate effectively with diverse communities c) Excellent oral and written skills in English d) Ability to work effectively in a team environment as well as work effectively independently - self motivated e) Ability to work flexible hours f) Understanding and ability to manage personal/professional boundaries g) Ability to adhere to organizational policies and procedures. h) Ability to prioritise work effectively, manage changing and conflicting demands i) Professional approach to sexuality and sexual issues j) Knowledge of sexual health issues and specific health issues facing men who have sex with men in New Zealand. k) Knowledge and awareness of people from a wide variety of cultural and social backgrounds including an understanding of relationship development and management BICULTURALISM The NZAF is committed to being a bicultural organisation. Prospective employees who already have some knowledge of Tikanga Māori and Te Reo Māori are preferred, and it is essential that all employees demonstrate willingness to learning in these areas. PREFERRED KNOWLEDGE, EXPERIENCE AND ABILITIES a) Knowledge of issues relating to HIV and AIDS b) Previous experience in HIV prevention work c) Relational databases d) Experience with Apex and Visualforce and/or SQL
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